Bar Setup Basics for Your Big Day 🍸💫
We won’t pretend to have all the answers but after staffing hundreds of events, here’s what we’ve learned about bar prep that’ll save you time (and a headache).
Whether you're planning a countryside wedding or a big birthday bash, these tips should help you get sorted:
GLASSWEAR
How much do you actually need?
Here’s a rough guide that works for most marquee/outdoor events:
Welcome drinks: 1.5–2 glasses per guest (+ a few highballs for water/softs) for a 1.5 hour drinks service- any longer and you’ll want more
Table drinks: 1 wine glass and 1 water glass per guest + 10% extra for toasts
Evening bar: 4–5 glasses per guest + backup biodegradable ones for late-night dancing- for a 6 hour bar- any longer and you’ll want more glasses!
Top tip:
It’s always better to over-order. People lose glasses constantly once the band kicks in.
Glassware Hire – Our Go-Tos
@abbotts_event_hire – the full works (glasses, crockery, cutlery, barware). It all goes back dirty, which is the real gift.
Looking for colour or character? Try @outoftheordinaryeventhire, @couttseventhire, or @majesticwine— they know how to make a table sing.
ALCOHOL
Honestly? There’s no magic formula and you know your guests better than we ever could.
Will they be dancing on the tables until midnight or sipping a quiet tea after dessert?
Some weddings go heavy on the fizz, others cruise through with just a couple of beers per guest. It really depends on your crowd, the weather, and what kind of party you’re planning.
That said, here’s a very rough starting point to help you plan:
Welcome drinks: 1.5 glasses per person (usually fizz or a cocktail) - again for a 1.5 hour service- more if you’re having a longer service
Wine for the table: Half a bottle per guest + still/sparkling water
Evening bar: Around 4–5 drinks per guest (could be beer, wine, spirits or mocktails)- again depending on how long your bar is open you may need more than this!
Cocktails: If you are planning on running a cocktail hour, keep it to 2-3 cocktails (4 max) you don’t want to order alcohol/glasses for a bar serving 8 different cocktails!
Remember – you don’t need to cover everyone’s full consumption, especially if it’s a paid bar or limited drinks setup. But it’s always better to slightly over-cater (and return what you don’t use) than run dry by 8pm.
Majestic Wine actually has a super handy party drinks calculator that lets you plug in guest numbers and drinks preferences – we recommend giving it a go!
And don’t forget: most big suppliers like Majestic, supermarkets and wholesalers will let you return unopened bottles – just double check the T&Cs.
Where to buy it?
Majestic Wines – Great selection, bulk deals and often offer drink chilling.
Supermarkets – Good for top-ups or if you're shopping with vouchers.
Booker / Costco / Local Wholesalers – Ideal if you’ve got a trade card or buying in serious quantities.
ICE
How much and where to get it?
It might not be the most glamorous part of the day, but trust us, running out of ice is a real party mood killer.
Whether it’s for chilling bottles, shaking cocktails, or serving drinks with style, ice is one of those behind-the-scenes essentials that’s easy to forget until it’s too late.
Quantity: Around 1kg of ice per guest for the evening – and don’t forget extra for keeping bottles cold in troughs, wheelbarrows or bath tubs. If you’re doing cocktails or soft drinks, you might need even more.
Where to store it: You’ll need a chest freezer to keep everything solid if buying ahead of time – bar fridges usually won’t cut it. If your venue doesn’t have one, you can often hire freezers along with your other event equipment.
Where to get it: Big supermarkets and wholesalers are the obvious go-to, but if you’ve got a chest freezer, you can stock up well in advance.
Have you considered having your ice delivered to site on the morning of the wedding? Supermarkets will be your best bet for this as you can book a specific time slot but if you are based in Cornwall you can also try Westcountry Fruit Sales. If ice is compact it will stay cold all day in a fridge!
Always check with your caterers and bar hire as some may include ice too!
✨ Local tip: Know a fisherman? They might be able to sort you out with ice too! Never hurts to ask.
DON’T FORGET THE TEAM BEHIND THE BAR!
Even the best-stocked bar needs the right team to run it smoothly. You’ll need staff to:
Serve welcome drinks
Keep table glasses topped up
Clear empty glasses
Manage the evening bar with a smile
That’s where we come in 👋
Serve provides friendly, experienced staff for weddings, festivals, parties and more. We know how to jump in, keep things flowing, and ensure your guests are well looked after.
